Lawn Care Invoice Template - New Zealand

New Zealand's GST is 15% and applies to most landscaping services unless you're not registered or operating under the registration threshold. Calculate it by taking your subtotal and multiplying by 0.15, then add it to your total due. Only include GST if your business is registered with the IRD—unregistered contractors show the total as a flat rate without separating GST. Always clearly label "GST (15%)" on your invoice so clients understand the breakdown. If you purchase materials like fertilizer or mulch for the job, the GST on those costs is recoverable, but itemizing materials separately helps track this.

Describe services specifically enough that clients recall exactly what was completed, since lawn work is visible and results-oriented. Instead of "lawn mowing," write "Weekly lawn mowing service (4 cuts, standard blade height, edging included)." For hedge trimming, mention what was trimmed and scope: "Hedge trimming and shaping (3-metre hedge, 45cm reduction)." Detail matters because it prevents disputes—clients can see what they paid for. Include any extras like rubbish removal or chemical application. Clear descriptions also help recurring clients expect consistency, and they provide evidence if payment is later disputed.

Your invoice must include your business name, address, phone number, and email. If you're GST-registered, include your GST registration number. Add an invoice number and date so both you and your client have a clear record. Include the client's name and address for their records. A unique invoice number is essential for tracking payments, especially if you manage multiple properties. If you operate as a sole trader, your business name and details are sufficient—you don't need an ABN equivalent like in Australia. Keep your business information consistent across all invoices for professional branding.

For recurring services like weekly mowing, you can invoice monthly for four weeks of work (e.g., "Weekly lawn mowing service - 4 weeks @ $85/week = $340") on a single line. This bundles the work logically and simplifies bookkeeping. For one-off services like hedge trimming or seasonal work, invoice immediately after completion with a specific date and quantity. Some lawn care contractors invoice recurring clients weekly to improve cash flow, while others batch them monthly. Your choice depends on client preference and your cash flow needs. Mix recurring and one-off services on the same invoice if the client uses both—just itemize them clearly.

Separating materials from labour is optional but recommended for transparency and financial tracking. For example: "Fertilizer application: Fertilizer $45 + Labour $75 = $120." This shows clients what they're paying for each component and helps you track material costs versus service income for accounting purposes. If you only supplied a small quantity of material, combining it with labour is fine. However, larger projects involving mulch, soil, or specialized products benefit from itemization. Clearly identify what's a material charge versus a service charge. This also matters for GST purposes if materials are invoiced separately from your labour services.

For residential lawn care, 7 to 14 days is typical, while commercial landscaping clients often expect 30 days. State your terms clearly: "Payment due within 14 days of invoice date" or "Due upon receipt for one-off services." Recurring customers (weekly mowing) often pay weekly or monthly—agree on this upfront and note it on your invoice. Faster payment terms (7 days) can improve your cash flow, especially for seasonal or one-off work. Always specify a date, not just "within 14 days," to avoid confusion. Include your payment methods—bank transfer is most common—and your account details so clients pay promptly.

Break the project into phases or weeks on your invoice, itemizing each period separately if they span multiple invoicing dates. For example: "Lawn renovation Phase 1: Aeration and seeding (weeks 1-2)" and "Phase 2: Follow-up treatments (weeks 3-4)" as separate line items. If the project runs over a month, you can invoice weekly for cash flow or batch all work in one invoice at completion. Always agree on invoicing timing with the client upfront. For seasonal contracts like spring clean-ups or winter maintenance, create a schedule and invoice according to milestones or specific dates. Clear milestone dates prevent confusion about what's included.

Weekly lawn mowing ranges from $50–$100 per visit depending on property size and location, with Auckland typically higher. Hedge trimming runs $100–$200 per job, garden bed weeding $40–$80 per hour, and fertilizer application $80–$150. Edging and border maintenance typically costs $30–$50. Call-out fees for site visits or quotes ($50–$80) are often waived if work proceeds. Rates vary by region—rural areas and provincial cities are often lower than major centres. Build in travel time or charge a travel fee for distant properties. Document your rates clearly on invoices so clients understand your pricing structure and future billing expectations.